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HomeMy WebLinkAbout2006/08/22 Item 14 COUNCIL AGENDA STATEMENT Item 1'-1 Meeting Date 8/22/06 ITEM TITLE: Resolution Ratifying City staffs action on approving change orders with Koch-Armstrong General Engineering, Inc. to complete the "Pavement Rehabilitation Program FY 04/05 Overlay in the City ofChula Vista, California" project, a component of the 2005 Pavement Rehabilitation project (STL-31 0) project Resolution Ratifying City staffs action on approving change orders with American Asphalt South, Inc. to complete the "Slurry/Chip Seal Pavement Rehabilitation FY04/05 in the City of Chula Vista, California" project, a component of the 2005 Pavement Rehabilitation project (STL-31 0) project SUBMITTED BY: Director of Ge/ ServicesC\~. City Manager :II ,J (4/5ths Vote: Yes _ No X ) REVIEWED BY: The City of Chula Vista awarded contracts to Koch-Armstrong General Engineering, Inc., for the "Pavement Rehabilitation Program FY 04/05 Overlay in the City of Chula Vista, California" project and American Asphalt South, Inc. to complete the "Slurry/Chip Seal Pavement Rehabilitation FY04/05 in the City of Chula Vista, California" project, in which both projects are components of the 2005 Pavement Rehabilitation project (STL-310) project. During the course of construction, unforeseen circumstances caused an increase in quantities for the overlay project beyond what was anticipated during the preparation of the project specifications, which resulted in a change order that exceeds the Director of Public Works authorized limits set per Council Policy No. 574-01 (Attachment A). In addition, streets located on supplemental List 2 of the slurry seal contract were directed to be completed by City staff. Said change orders are approximately $9,000 for the overlay portion and approximately $36,000 for the slurry portion of STL-31 O. Staff directed the Contractor to proceed with the work and prepared a Council Informational Item dated April 21, 2006 (Attachment B) regarding this issue. It is the intent of staff to request that the City Council ratify the actions taken for this project as stated in said Council Policy Funds are available in the STL-31 0 CIP to complete all necessary change orders for both the overlay and slurry seal projects. No additional appropriations are needed to undertake this work. Approval of tonight's resolution will ratify staff s action approving the change orders totaling $45,000 for said projects in accordance with the City Council Policy No. 574-01 and as presented in the Council Information Item submitted on April 21, 2006. RECOMMENDATION: That Council adopt the resolutions. BOARDS/COMMISSION: Not applicable. 14-1 14- Page 2, Item ~ Meeting Date 8/22/06 DISCUSSION: The City of Chula Vista awarded contracts for the overlay and slurry/chip seal projects, which are both components of the City's annual pavement rehabilitation program and consist of the repair and maintenance of our City streets' pavement surface. During the course of construction for the overlay project (Attachment C), unforeseen circumstances (poor subgrade and an increase in dig-out quantities) caused an increase in quantities beyond what was anticipated during the preparation of the 'project specifications for the overlay proj ect. Additional areas were repaired due to the failing areas increasing in size, which were primarily caused by heavy rainfalls earlier in the year. The above-mentioned construction changes resulted in a change order that exceeds the Director of Public Works' authorized limits set per Council Policy No. 574-01 Said change order are approximately $9,000 for the overlay portion and approximately $36,000 for the slurry portion of STL-31O. Staff directed the Contractor to proceed with the work for the following reasons: · The postponement of the rehabilitation of the streets would have caused an increase in dig-outs and cost even more than the approximate $9,000 overage, if conducted at a later time. · Delays in authorizing the work prior to obtaining City Council approval would have exposed the City to substantial claims by the Contractor for remobilization, insurance, bonds, and construction site maintenance, among other things. In the case of the slurry seal project, all locations in the Priority I and 2 lists (Attachment D) were completed. Typically for pavement rehabilitation projects, locations are shown in Priority I and Priority 2 with the intent to complete Priority 2 locations only if funds remain in the project after completing Priority I locations. Since a substantial amount of funds remained in the project to complete all of Priority 1 and the majority of Priority 2 locations, staff directed the Contractor to complete all locations listed in the contract. Staff requests that the City Council ratify the actions taken for this project as stated in said Council Policy The STL-310 Pavement Rehabilitation project, which was funded with $3.5 million in TransNet funds, was created to perform various pavement rehabilitation strategies (i.e. overlay, asphalt rubber aggregate membrane (ARAM), and slurry seals) throughout the City of Chula Vista. Funds are available in the STL-310 CIP account to complete all necessary change orders for both the overlay and slurry seal proj ects without additional appropriations by City Council. Approval of the resolutions will ratify staff s action approving the change orders totaling a maximum of $45,000.00 for said projects in accordance with the City Council Policy No. 574-01 and as presented in the Council Information Item submitted on April 21, 2006. 14-2 Page 3, Item I L1 Meeting Date 8/22/06 Decision Maker Conflicts Staff has reviewed the property holdings of the City Council and has found no such holdings within 500 feet of the property which is the subject of this action. FISCAL IMPACT: There is no impact on the General Fund and no additional appropriations are necessary as the funds for these improvements have been provided for as part of the Pavement Rehabilitation CIP STL-310 SLURRY SEAL COMPONENT OF THE STL-310 PAVEMENT REHAB PROJECT Base Construction Cost $988,050.00 Change Order No.1 $134,051.87 TOTAL $1,122,101.87 Contract Plus Contingencies $1,086,855.00 Net Chanl!e ReQuirinl! Council Action $35,246.87 OVERLAY COMPONENT OF THE STL-310 PAVEMENT REHAB PROJECT Base Construction Cost $519,451.90 Change Order No. I $43,482.80 Change Order No.2 $17,220.00 Final Change Order $27,999.19 TOTAL $608,153.89 Contract Plus Contingencies $600,000.00 Net Chanl!e ReQuirinl! Council Action $8,153.89 Attachment(s): A. Council Policy No. 574-01 B. Council Information Item dated April 21, 2006 C. Overlay Proj ect Locations D Priority 1 & Priority 2 Slurry Seal Proj ect Locations M:\General Services\GS Administration\Council Agenda\STL-310 Overlay\Change Order Al13, 8-S-Q6.doc 14-3 ATTACHMENT __4 COUNCIL POLICY CITY OF CHULA VISTA SUBJECT: CHANGE ORDERS - DIRECTOR OF PUBLIC WORKS POLICY NUMBER 574-01 EFFECTIVE DATE 12-12-00 PAGE 1 of! ADOPTED BY: Resolution No. 12507 I DATED: 06-03-86 AMENDED BY: Resolution No. 2000-335 (09-26-00), Resolution No. 2000-451 (12-12-00) RACKGROTJND During the course of work on many City public works projects, it becomes apparent that certain changes must be made in the contract to obtain the finished product in its desired form. PlJRPOSF Since most of these changes are of a minor nature which do not change the scope of the project or affect the public health, safety, or welfare, delegating limited authority to approve change orders would result in significantly expediting these public works projects. POT.TrY The Director of Public Works is hereby delegated limited authority to approve change orders for work being done under City public works contracts, as follows: 1 All change orders, except for those change orders exceeding or causing the exceedence of the amounts specified herein, shall be processed and approved by the Director of Public Works in accordance with the applicable project specifications. 2. No individual change order shall increase or decrease the original contract amount by more than $50,000. 3 The aggregate amount of all change orders shall not increase the contract amount by more than the amount specified below' Original Contract Range Maximum Aggregate Increase in Change Orders Up to $100,000 $100,000 to $1,000,000 More than $1,000,000 10% of the original contract amount $10,000 plus 7% of the original contract amount over $100,000 $73,000 plus 5% of the original contract amount over $1,000,000 The Director shall also be authorized to increase the time allowed for contract completion in association with any change order granted under this policy 4 All change orders involving changes in the scope of project, increases of contract amounts greater than outlined above or aspects concerning the public health, safety, or welfare, shall be submitted to the City Council for consideration. In those cases where the City Manager and Director of Public Works determine that the public health and safety are involved or a substantial claim could be submitted by the contractor for delays, the City Manager may exceed the above amounts provided for both individual change orders or the aggregate amount of change orders. The change order shall be submitted to the Cowlcil at the next regular Council meeting for ratification. 14-4 .,~.W? -,- AiTACHMENT ,13 - General Services Department Informational Item CT1Y OF CHULA VISlA April 21, 2006 File: STL-3l0 TO: The Honorable Mayor and City Council Jack Griffin, Director of General Services ~}.. Dave Rowlands,~ Manager FROM: VIA: SUBJECT: Change Order for (STL-3l 0) Pav=ent Rehabilitation Program On November 22, 2005, per Resolution No. 2005-383, the City Council awarded the "Pavement Rehabilitation Program FY04/05 Overlay in the City of Chula Vista, California" project (STL- 310) to Koch-Armstrong General Engineering, Inc. for $519,451.90 The work consists of the application of Asphalt Rubber Aggregate Membrane (ARAM) seal coat and pavement overlay on various pavement locations in the City of Chula Vista, California. Work for this proj ect also includes the following: r=oval/replacement of failed pav=ent, striping, traffic control, and other miscellaneous work, and all labor, material, equipment, and transportation necessary for the project. This project includes streets, which were on previous contracts' secondary priority lists, but were not completed due to insufficient additional funds available to complete additional locations beyond the priority list. During the course of construction, unforeseen circumstances (poor sub grade and an increase in dig-out quantities) caused an increase in quantities beyond what was anticipated during the preparation of the project specifications. Additional areas were repaired due to the failing areas increasing in size, which were primarily caused by recent heavy rainfall. The above mentioned construction situation will result in a change order that exceeds the Director of Public Works authorized limits set per Council Policy No. 574-01. Staff estimates that said change order will be in the range of $30,000 to $40,000 Staff has directed the Contractor to proceed with the work because of the following reasons: · The postponement of the rehabilitation of the streets will cause an increase in dig-outs and necessitate additional funds beyond the change order, if not conducted at this time. · Delays would involve substantial additional claims by the Contractor for remobilization, insurance, bonds, construction site maintenance, etc. It is the intent of staff to request that the City Council ratify the actions taken for this project as stated in said Council Policy (attached). No additional appropriations are needed to undertake this work. M:\General Services\Design\STL310\lnfo Item for Change Order Apr1~5c B&P( >: .. ;: .. > o .... c .. Ii .. UJ .. c. .. 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"0 ::: ::: Vi '" <C U ~ E 1":- ~ 0 ::;: &l .8' '" 0 E < 0 0 !OJ :<: .8' ~ ~ 0 < 0 0 .... 5:<: ~ '" "0 v; = ~ :::::l OJ !!!. 3: 14-13 RESOLUTION NO. 2006-_ RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA RATIFYING CITY STAFF'S ACTION ON APPROVING CHANGE ORDERS WITH KOCH- ARMSTRONG GENERAL ENGINEERING, mc. TO COMPLETE THE "PAVEMENT REHABILITATION PROGRAM FY 04/05 OVERLAY m THE CITY OF CHULA VISTA, CALIFORNIA" PROJECT, A COMPONENT OF THE 2005 PAVEMENT REHABILITATION (STL-310) PROJECT WHEREAS, City staff awarded contracts to Koch-Armstrong General Engineering, Inc. for the "Pavement Rehabilitation Program FY 04/05 Overlay in the City of Chula Vista, California" project; and WHEREAS, during the course of construction, unforeseen circumstances caused an increase in quantities beyond what was anticipated during the preparation of the project specifications, which resulted in a change order that exceeds the Director of Public Works authorized limits set per Council Policy No. 574-01; and WHEREAS, staff directed the Contractor to proceed with the work and prepared a Council Informational Item dated April 21, 2006 regarding this issue; and WHEREAS, funds are available in the STL-310 CIP to complete all necessary change orders and no additional appropriations are needed to undertalce this work. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula Vista does hereby ratify City staff s action on approving change orders with Koch-Armstrong General Engineering, Inc. to complete the "Pavement Rehabilitation FY 04/05 Overlay in the City of Chula Vista, California" project, a component of the 2005 Pavement Rehabilitation (STL-310) project. Jack Griffin Director of General Services Presented by 14-14 RESOLUTION NO. 2006-_ RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA RATIFYING CITY STAFF'S ACTION ON APPROVING CHANGE ORDERS WITH AMERICAN ASPHALT SOUTH, INe. TO COMPLETE THE "SLURRYICHIP SEAL PAVEMENT REHABILITATION FY 04/05 IN THE CITY OF CHULA VISTA, CALIFORNIA" PROJECT, A COMPONENT OF THE 2005 PAVEMENT REHABILITATION (STL-310) PROJECT WHEREAS, City staff awarded contracts to American Asphalt South, Inc. for the "Slmryl Chip Seal Pavement Rehabilitation FY 04/05 in the City of Chula Vista, California" project; and WHEREAS, during the course of construction, unforeseen circumstances caused an increase in quantities beyond what was anticipated during the preparation of the proj ect specifications, which resulted in a change order that exceeds the Director of Public Works authorized limits set per Council Policy No. 574-01; and WHEREAS, funds are available in the STL-310 CIP to complete all necessary change orders and no additional appropriations are needed to undertake this work. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula Vista does hereby ratify City staffs action on approving change orders with American Asphalt South, Inc. to complete the "Slurry/Chip Seal Pavement Rehabilitation FY 04/05 in the City of Chula Vista, California" project, a component of the 2005 Pavement Rehabilitation (STL-310) proj ect. Presented by Approved as to fo Xii7 . Jack Griffin Director of General Services 14-15